Doc 1 – Recruitment sample document

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SAFE RECRUITMENT PROCEDURES FOR VOLUNTEERS WORKING WITH YOUNG PEOPLE OR VULNERABLE ADULTS IN REGULATED POSITIONS IN

INSERT ‘Club/Organisation’

 

Bowling relies heavily on the time and commitment freely given by volunteers, and without this the opportunities for young people or vulnerable adults to participate would not exist. The procedures outlined below will be adopted by INSERT ‘Club/Organisation’ for its own purpose and must be followed by clubs for whom Irish Bowling Association (IBA) acts as the governing body.

 

INSERT ‘Club/Organisation’ will ensure good recruitment procedures by:

  • Defining the volunteer role the individual is applying for.
  • Insisting that a person applying for any post of responsibility within the INSERT ‘Club/Organisation’ complete the relevant sports application forms (see attached).
  • Obtaining 2 references in writing, (the request for references will only be sought for preferred applicants)
  • Ensuring that the individual working with young people or vulnerable adults completes and signs the Access NI Disclosure Certificate Application Form that gives permission to enable IBA to request an Access NI check (proof of identity MUST be provided). Contact your Association or IBA Safeguarding Officer for further information.

The Management committee will ratify appointments by:

  • Assessing the individual’s experience of working with young people or vulnerable adults and knowledge of safeguarding issues.
  • Assess their commitment to promoting good practice.
  • Assess their ability to communicate with young people or vulnerable adults (i.e. be approachable).  One-way of doing this is to consult young people or vulnerable adults or ask questions to examine how a person would respond to a particular scenario e.g. are they authoritarian or too relaxed in their approach.

The individual and the IBA will receive information from Access NI. It will be scrutinised in the first instance by the IBA Safeguarding Officer appointed by IBA. The appropriate committee will decide whether a disclosure is relevant or contrary to IBA standards, INSERT ‘Club/Organisation’ will be advised of decision.

 

For further detailed information on Access NI please visit www.accessni.gov.uk

 

 

Recruitment/Vetting Process for IBA/Association or Clubs

Guidance from AccessNI is that Umbrella organisations (e.g. NI Sports Forum) should not make recruitment decisions for the clubs/organisations they assist with Disclosures. This does not mean that they cannot be involved in these recruitment decisions, either by:

  • Supporting the club/organisation in making decisions by advising them on how to assess any potential risks arising from information returned directly to the club via the IBA, or

 

  • Insisting that all those involved in Bowls even at club/organisation level are appointed via safe recruitment procedures that are managed by the IBA. The decision about who to recruit can remain with the club but the IBA would have the final say over who should not represent Bowls and would be able to insist that a particular person does not volunteer in the sport. This would also mean that the IBA might decide that an individual can volunteer in the sport but when the club receives the information they may set a higher threshold and not recruit them.

 

  • Information returned to the IBA from AccessNI should be returned to the club via the IBA. The individual applicant will also receive a copy of the Disclosure Certificate directly from AccessNI. The club/organisation must destroy the Disclosure Certificate once a recruitment decision has been made, but the individual is advised to retain their copy.

 

 

Step 1

A club/organisation identifies certain positions within their club/organisation either paid or voluntary, which they believe meet the criteria for an individual to undergo an enhanced level check. Examples of this could be;

  • A coach who works with young people or vulnerable adults,
  • A driver who regularly transports young people or vulnerable adults,
  • A volunteer who, though not a coach, takes some responsibility for the safety of young people or vulnerable adults during training events or tournaments
  • Those who travel to away trips, matches, particularly overnights

 

This list is only an example and is not exhaustive. For further information see www.nidirect.gov.uk/regulated-activity-with-vulnerable-groups

If the Safeguarding Officer is the individual that is required to undergo an enhanced level check by AccessNI. They must forward the necessary documentation to the IBA Safeguarding Officer.

Step 2

The Club/Organisation Safeguarding Officer requests copies of the AccessNI Disclosure Certificate Application Form and their own club/organisation specific recruitment form (sample in Appendix 1, section 1), which must include a self declaration section (Appendix 1 section 2) and section for obtaining references (sample in Appendix 2). These can be obtained from the IBA Safeguarding Officer or downloaded from the IBA website (www.irishbowlingassociation.com). These forms can be photocopied.

 

Step 3  

The Club/Organisation Safeguarding officer distributes both forms and an envelope marked confidential to the individual coaches/ officers/ officials/ volunteers/ staff that will work with or manage those who work with young people or vulnerable adults. The Safeguarding officer should outline the procedure regarding accuracy and confidentiality to the individual.

Step 4

Each applicant completes fully both of his or her own individual forms. The club/organisation Safeguarding officer signs a confirmation letter stating what forms of identification they have seen in relation to the applicant, (see sample form attached – Appendix 3). The club/organisation application form is copied and a copy retained by the club/organisation. The original application form, AccessNI form and form stating confirmation of sight of correct identification plus applicable fee (if required) is placed in the confidential envelope and returned to the IBA for the attention of the IBA Safeguarding Officer.

Step 5

Only the IBA Safeguarding Officer will open the envelope and check each individual form to ensure that it is completed properly, before forwarding it to NISF (NI Sports Forum) who will forward to Access NI. (NOTE that any form that is incomplete will be returned directly to the individual applicant for correction and re-submission).

Step 6

The club/organisation Safeguarding Officer will retain the copy of the club/organisation application form in a secure place and follow up on the references given. A sample of a reference application is attached – Appendix 2.

Step 7

When AccessNI receive a request for an Enhanced level check AccessNI will check each individual’s details against;

  • The Criminal Record Viewer – which contains the NI criminal record, and
  • The Police National Computer – which contains the GB criminal record.
  • Disqualification from Working with Children (DWC (NI) List)
  • Disqualification from Working with Vulnerable Adults (DWVA (NI))
  • List 99 held by DCSF
  • DoH PoCA and PoVA lists
  • Unsuitable Persons List held by DE
  • Relevant Scottish Lists
  • Information held by relevant Police Forces throughout the UK for any additional non-conviction material, including cases pending, which the Police consider relevant for Disclosure.

 

AccessNI notes any offences or relevant information that appear to be linked to an individual based on the details set out on the form submitted. Once AccessNI has completed its process the form is returned to the IBA Safeguarding Officer.

 

Step 8

The IBA Safeguarding Officer reviews every record where there has been a Disclosure from AccessNI. Any individual Disclosure deemed relevant to the Safeguarding of young people or vulnerable adults will be anonymised and reported to the IBA Management Committee. The IBA Management Committee makes the final determination whether or not a disclosure is relevant or contrary to the IBA safeguarding standards. In instances where the IBA Management Committee is concerned about the suitability of an individual in their current role within a club based on an AccessNI Disclosure or wishes to seek clarification, the individual in question will be contacted directly and invited to a confidential meeting to assist in the decision making process.

Step 9

Certificates that are returned with no information or information that is not deemed relevant to the Safeguarding of young people or vulnerable adults should be forwarded on to the contact person in the club.

 

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APPENDIX 1

Section 1

 

VOLUNTEER APPLICATION FORM FOR THOSE IN REGULATED POSITIONS

All information received in this form will be treated confidentially

Name:
Address:
Date of Birth:    
Telephone No:   Mobile No:
Previous work experience and relevant qualifications:
Have you previously been involved in voluntary work?If yes, please give details:   Yes           No
Do you have any spare time hobbies, interests or specific skills that may be useful to the activities?
Do you agree to abide by the Irish Bowling Association Code of Conduct (Please see on website)   Yes           No
Have you completed Safeguarding Awareness Training?   Yes           No
If yes    Organised by: When:
Do you agree to undergo specific training on the role of the (position being appointed)   Yes           No
Have you ever been asked to leave a sporting organisation in the past?(if you have answered yes we will contact you in confidence)   Yes           No
Any other relevant information?
Please supply the names of two responsible people whom we can contact and who from personal knowledge are willing to endorse your application.  If you have had a previous involvement in a sports club one of these names should be that of an administrator/leader in your last club/place of involvement.
Name:Address:

 

Telephone:

Designation:

Name:Address:

 

Telephone:

Designation:

 

 

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APPENDIX 1

Section 2

DISCLOSURE OF CRIMINAL CONVICTIONS FOR ELIGIBLE POSITIONS

 

We require all coaches/volunteers in positions of responsibility for managing the safety and development of young bowlers to sign the declaration and return it marked confidential to (contact the IBA Safeguarding Officer to clarify who to return this form to)

 

Should you require further information, please contact (add in Name of IBA safeguarding officer).

NAME OF APPLICANT: _________________________________________________

 

HOME ADDRESS _____________________________________________________

 

____________________________________________________________________

_

CONTACT TELEPHONE NUMBER _______________________________________

 

CLUB/ORGANISATION: ________________________________________________

 

Please read this information carefully.

 

Statement of non-discrimination

The Irish Bowling Association (IBA) is committed to equal opportunity for all applicants including those with criminal convictions. Information about criminal convictions is requested to assist the selection process and will be taken into account only when the conviction is considered relevant to the role. Any disclosure will be seen in the context of the criteria for the role, the nature of the offence and the responsibility for the care of existing clients\volunteers and employees.

 

Advice to Applicants

You have applied for a role which falls within the definition of an “excepted” position as provided by the Rehabilitation of Offenders (Exceptions) Order (NI) 1979: therefore ALL convictions including SPENT convictions MUST be disclosed. The disclosure of a criminal record or other information will not debar you from completing the course successfully unless the IBA considers that the conviction renders you unsuitable. In making this decision the IBA will consider the nature of the offence, how long ago it was committed and what age you were at the time and other factors which may be relevant.   This information will be verified through an appropriate Access NI Enhanced Disclosure check. If you have received a formal caution or are currently facing prosecution for a criminal offence you should also bring this to our attention given the “excepted” nature of the role.

 

Please complete this form as accurately as possible, place it in an envelope marked “Confidential” and return it to the IBA Safeguarding Officer. An arrangement will be made with you to discuss any clarification if required. The IBA Safeguarding Officer can be contacted at (see IBA website for details) should you wish to speak with him regarding your disclosure.

 

Thank you for your co-operation.

 

 

 

Have you ever been convicted of a criminal offence, been the subject of a caution, been barred by the Disclosure and Barring Service (formally the Independent Safeguarding Authority) which would prevent you from working with children and/or vulnerable adults or the subject of an investigation alleging that you were the perpetrator of adult or child abuse?    

 

Yes                                                 No

 

If so, please state below the nature, date(s) and sentence of the offence(s), date prevented from working in this area or allegations

___________________________________________________________________

___________________________________________________________________

 

Please provide any other information you feel may be of relevance such as:

  • the circumstances of the offence/incident
  • a comment on the sentence received
  • any relevant developments in your situation since then
  • whether or not you feel the conviction has relevance to this post.

___________________________________________________________________

___________________________________________________________________

Please continue on a separate page if necessary.

(If you require further information on what information to disclose please contact NIACRO Helpline Tel: 028 90 320157)

 

Declaration

I declare that any answers are complete and correct to the best of my knowledge and I will inform the IBA Safeguarding Officer of any future convictions or charges relevant to my role. I give my consent for an Access NI Enhanced check to take place and for this information to be shared where appropriate as part of the IBA risk assessment process.

 

___________________________________________________________________

Signature                                                             Date

 

_____________________________________

Print Name

 

 

 

 

 

 

 

 

 

FOR OFFICIAL USE ONLY:
Applicant Name:
Date application received:
Date of interview:
Interviewed by: 1.2.
References received and are satisfactory: Yes                    No
Access NI check completed and returned(if appropriate): Yes                    No
Comments:
Proof of applicants identification received: Yes                    NoGroup 1 ________________________

Group 2 ________________________

_________________________

Recommendation

Approve

Not approved

Reasons:

 

_________________________        ____________________

Signature                                          Date 

 

__________________________      ____________________

Print Name                                       Position in Organisation

 

 

 

 

 

 

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APPENDIX 2

(SAMPLE LETTER FOR CLUB/ASSOCIATION TO USE)

CONFIDENTIAL REFERENCE FORM

The following person __________________________________ has expressed an interest in working for INSERT ‘Club/Organisation’.

If you are happy to complete this reference, any information will be treated with due confidentiality and in accordance with relevant legislation and guidance.  Information will only be shared with the person conducting the assessment of the candidate’s suitability for the post, if he/she is offered the position in question.  We would appreciate you being extremely candid, open and honest in your evaluation of this person.

  1. How long have you know this person?

_________________________________________________________

  1. In what capacity?

_________________________________________________________

  1. What attributes does this person have that would make them suited to this work?

_________________________________________________________

_________________________________________________________

  1. Please rate this person on the following – please tick one box for each statement:
  Poor Average Good V Good Excellent
Responsibility
Maturity
Self-motivation
Can motivate others
Energy
Trustworthiness
Reliability
This post involves substantial access to children. As an organisation committed to the welfare and protection of children, we are anxious to know if you have any reason at all to be concerned about this applicant being in contact with children and young people. If you have answered YES we will contact you in confidence. YES 

NO

 

Signed: ___________________________    Date: ____________________

Print Name: __________________________Position: _______________________

Organisation: _________________________________

Appendix 3 – ID Validation Form

 

It is standard good recruitment practice for employers to satisfy themselves as to the identity of those applying for positions. Umbrella Bodies who are assisting smaller organisations through the checking process should ensure documentary evidence is validated, and that they indicate on the application form (Part E), the checks have been made. Organisations must ensure they comply with Access NI Code of Practice Section 3.

 

Please Note: Three documents must be produced in the name of the applicant; one from Group 1 and two from Group 2. If this is not possible, then five documents from Group 2 must be produced. It is preferred that at least one of these documents includes photographic identification.

The Club Safeguarding Officer or Responsible Club Officers should use the attached form and tick the appropriate boxes to indicate what ID has been checked. Please ensure that E8 and E9 of the Disclosure Application Form are completed. This ID Validation Form should be made available to Access NI on request.

 

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Name of Applicant:

 

Applicant’s Confirmation: ‘I agree to passing written approval to the Club and IBA’

                                                          (Please tick as appropriate)

Yes                               No

Applicant’s Signature:

 

ID Check By (Name of Club Safeguarding Officer/Responsible Officer):

 

Role in Club:

Date ID Check Carried Out:

Name of Club Safeguarding Officer (to notify on receipt of certificate):

 

Email Address of Club Safeguarding Officer (to notify on receipt of certificate):

 

Telephone No/Mobile No of Club Safeguarding Officer (to notify on receipt of certificate):

 

Confirmation I have seen the original ID documents as indicated on the attached sheet. Signed:                                                               Date:                                          

PRINT NAME:                                                       

Payment Enclosed: Yes        No          Access NI Disclosure Form Enclosed: Yes       No

(Volunteers No Charge/Paid Position £30- Cheques payable to IBA)    (Please tick as appropriate)

GROUP 1 GROUP 2
Valid Passport Marriage certificate/ Civil Partnership Certificate
UK Driving Licence Full or Provisional – England/Wales/Scotland/Northern Ireland/Isle of Man; either Photocard or paper and Photocard(a Photocard is only valid if accompanied with the paper counterpart Non-original UK birth certificate (issued after 12 months of date of birth, full or short form acceptable
Original UK birth certificate (issued within 12 months of date of birth, full or short form acceptable) P45/P60 statement
Valid photo identity card (EU countries only) Utility bill (electricity, gas, water, telephone – including mobile phone contract/bill)
UK Firearms licence Valid TV licence
HM Forces ID card (UK) Credit card statement
Adoption Certificate (UK) Store card statement
 

 

 

 

 

 

 

 

*    Documentation must be less than 3 months old

 

** Documentation must be issued within the last 12 months

Mortgage Statement
Valid insurance certificate
Certificate of British nationality
British work permit/visa **
Asylum Registration Card
AccessNI Disclosure Certificate
Personal correspondence or a document from a Government Department *
Bank or Building Society Document **
Financial statement e.g. pension, endowment, ISA **
Valid vehicle registration document
Mail order catalogue statement*
Court summons
Valid NHS card
Court Claim Form
Addressed payslip*
National insurance number card
Examination certificate (e.g. GCSE, NVQ)
Letter from a Head Teacher*
Child Benefit book
Smartpass
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